Agenda item

To approve the proposed new Digital Plan for the period 2023-28.

The report was submitted by Cllr Ioan Thomas.

DECISION

To approve the proposed new Digital Plan for the period 2023-28.

DISCUSSION

It was explained that the period of the previous Digital Strategy had ended in 2018 and, therefore, the Council did not have a digital plan at present. Despite this, members were reminded that the Council had adopted the Gwynedd Schools Digital Strategy in recent years.

It was reported that a large number of projects had been included within the Digital Plan submitted to the Cabinet and that these were projects that took place on a cross-departmental level to ensure a standard resource for everyone.

It was explained that a Digital Transformation Board had been formed to keep an overview on the progress of the work programme. The Corporate Director was the Chair of the Board. It was elaborated that four sub-groups had been established with the guidance of different departments, which included:

·       Resilience Sub-group – led by Gwyn Jones, Infrastructure Systems Manager

·       Customer Contact Sub-group – led by Steffan Jones, Head of Highways, Engineering and YGC Department

·       Information and Data Sub-group – led by Ian Jones, Head of Corporate Support Department

·       Administration and Business Systems Sub-group – led by Huw Ynyr, Assistant Head of Finance and Information Technology

It was ensured that the priorities presented within the plan corresponded with what the Council Plan delivered. It was reported that considerations such as equality, the Welsh language and climate had been considered when drawing up the Plan.

Members were reminded that this item had been submitted before Members of the Education and Economy Scrutiny Committee and their observations had been considered prior to submitting the Plan to the Cabinet.

It was confirmed that a total of 29 projects had been included within the plan and these fell into five priority areas as discussed below:

1.    Customer Contact – it was planned to significantly develop communication methods by developing the website and phone systems as well as making use of apps such as WhatsApp and Messenger. The need to develop and promote ApGwynedd was noted along with the video kiosk in Siop Gwynedd in conjunction with ensuring consistency when paying for services via machines.

2.    Information and Data – it was explained that several different departments and systems stored data. It was detailed that a number of these systems stored the same type of information. It was noted that this was an opportunity to ensure that data was accurate and that it was stored in one place, to ensure accuracy.

3.    Business Systems and Administration – it was detailed that the aim of this priority area was to ensure that the Council's internal services operated efficiently, to improve digital inclusion (by reducing the use of paper) and to research how artificial intelligence could be introduced to the Council carefully and successfully.

4.    Workforce – it was intended to introduce a digital account to every staff member. It was noted that this was necessary for staff to gain access to a number of things, which included training and pay slips. It was explained that about a third of the entire Council workforce had their own digital account at present.

5.    Resilience – this field detailed schemes to upgrade analogue lines to digital, to ensure digital security and service continuity in every situation. It was also explained that there were plans to upgrade the broadcasting provision in the Council Chambers to continue to hold multi-location and bilingual meetings.

It was acknowledged that introducing a number of new digital schemes could cause concern to some people but it was assured that training and opportunities would be offered to everyone in order to understand any new system introduced.

It was noted that the Council and several other organisations were very reliant on the 'Microsoft' company to maintain services. It was explained that the Council used the company's systems such as 'Office' and 'Outlook' but it was also noted that other systems, such as WCCIS in the field of care, also relied on it, therefore, it would be costly to part ways with this American company.

It was accepted that artificial intelligence was an update that caused concern to some, but members were assured that the Council would make the best use of it, ensuring that it was used carefully. It was confirmed that an information booklet was being designed by the government to ensure that proper, appropriate and safe use was made of the technology.